Senior Administrative Assistant - OBGYN

Senior Administrative Assistant

The Senior Administrative Assistant provides high-level administrative support to the Reproductive Endocrinology & Infertility Division. Position requires advanced administrative skills and experience in Outlook calendar management and Microsoft Office Suite. The candidate should possess a high degree of organization, the ability to prioritize assignments, respond to inquiries in a timely manner, follow up and communicate on outstanding issues. The Senior Administrative Assistant utilizes an enormous amount of judgment and discretion in dealing with confidential and sensitive matters for patients and in screening and handling certain routine and administrative functions on behalf of the Division of Reproductive Endocrinology & Infertility.

Principal duties and responsibilities include performing duties under moderate supervision with intermediate to advanced proficiency in administrative skills, assisting in the planning and execution of special projects and events, overseeing office supplies inventory, arranging logistics for internal and external meetings, handling incoming and outgoing correspondence, monitoring project timelines, managing assigned physicians' CVs, licensure, and tracking CMEs, ensuring office equipment is properly maintained and serviced, serving as the primary point of contact between assigned physicians and internal/external stakeholders, organizing and maintaining office files, managing and maintaining assigned physicians' schedules, scheduling, coordinating, and facilitating meetings, preparing, reviewing, and editing reports, presentations, and other documents, coordinating with IT for technical support and equipment needs, drafting and distributing memos, announcements, and other communications, providing cross coverage as needed, following HIPAA guidelines for the management of patient privacy and confidentiality, and other duties as assigned.

Education: High School Diploma or Equivalent required or Associate's Degree Business Administration preferred or Associate's Degree Related Field of Study preferred. Can this role accept experience in lieu of a degree? No.

Licenses and Credentials: Experience in an administrative role, preferably in a healthcare setting 5-7 years required and Experience supporting senior-level staff 1-2 years preferred.

Skills/Abilities/Competencies Required: Proficient in Microsoft Office Suite (Word, Excel, Power point, Outlook). Excellent verbal and written communication skills. Strong organizational and multitasking abilities. Ability to work independently with minimal supervision. Strong attention to detail and problem-solving skills. Familiarity with hospital administration processes and healthcare regulations. Professional demeanor and ability to interact effectively with all levels of staff.

Physical Requirements: Standing Occasionally (3-33%), Walking Occasionally (3-33%), Sitting Constantly (67-100%), Lifting Occasionally (3-33%) 20lbs - 50lbs, Carrying Occasionally (3-33%) 20lbs - 50lbs, Pushing Rarely (Less than 2%), Pulling Rarely (Less than 2%), Climbing Rarely (Less than 2%), Balancing Occasionally (3-33%), Stooped Occasionally (3-33%), Kneeling Rarely (Less than 2%), Crouching Rarely (Less than 2%), Crawling Rarely (Less than 2%), Reaching Occasionally (3-33%), Gross Manipulation (Handling) Constantly (67-100%), Fine Manipulation (Fingering) Frequently (34-66%), Feeling Constantly (67-100%), Foot Use Rarely (Less than 2%), Vision - Far Constantly (67-100%), Vision - Near Constantly (67-100%), Talking Constantly (67-100%), Hearing Constantly (67-100%).

Remote Type: Hybrid

Work Location: 75 Francis Street

Scheduled Weekly Hours: 40

Employee Type: Regular

Work Shift: Day (United States of America)

Pay Range: $20.84 - $29.79/Hourly

Grade: 4